Every course on your account has its own profile page that displays specific details about the course. You can manage the details of your course (such as the name, description, rescheduling policies, etc.) as well as create new sessions and sets when it is being offered. In this documentation, we will walk through -
How to Navigate to the Course Profile
To get to the profile of a course on your account, you'll need to navigate to your Settings > Services & Classes > click on the View button next to the course you want to view the profile of -
You'll then get taken to the profile of that specific course. On the profile you will see the details for the course that you have the option to edit -
Your course profile consists of 7 tabs, and you can click on any one of them to make any changes -
- Overview - On this tab you can edit the course name and description, an internal display name that will only be seen by staff if you choose to add one, a list of any staff members who offer this course, the rescheduling settings of the course, if the course requires staff confirmation to book, any Screening Questions that you want to display on the scheduler (Business Plan feature), if you want to make this course private, if you want to create a Custom Booking Site that’s specific to this course, if you want to upload a logo for the course and any client tags you want to add that will limit which clients can book an appointment of this course.
- Time - This tab allows you to edit the Number of Sessions to Complete Course, how near to the beginning of a course session your clients can book an appointment (Latest Appointment) and how far out on the calendar a client can see your availability for a session (Advanced Appointments).
- Payments – This tab allows you to set the course price per set, any deposit that you require when a client books a set of this course, if you want to allow clients to choose to pay the deposit or if they must pay the full price for the course, whether or not you want to make this course taxable, whether or not you want to require payment for the course, whether or not you want to require card pre-authorization for the course and whether or not you want to show the Pay Now button for this course on your booking sites.
- Scheduled Sets - Shows all of the course sets that have been added for this course.
- Open Appointments – Shows all of the upcoming appointments of this course that are in an Open status.
- Other Appointments – Shows any appointments of this course that are in a Closed, Cancelled, or No Show status.
- Audit Trail – Any changes that have been made to this course will get logged here.
How to Edit the Course Profile
The Overview page of a Course Profile gets divided in two sections - Overview and Email Merge Fields -
To make changes to the Overview page of a course, you'll need to make sure you're on the Overview tab and click on the blue Edit button on the upper right -
This will allow you to change the following -
- Course Name - This is the course name that displays to clients when they are booking an appointment. You can send it out in emails to clients using the %REASON% email tag and it will display on the appointment blocks under Appointments > Calendar View.
- Internal Display Name - This is the course name that your staff will see from the Backoffice. Having a different name for the course saved here allows you to add a little more description that you can use to differentiate between 2 courses that have the same Course Name saved. If this field is left blank, staff will just see the Course Name.
- Course Description - This is the text that displays below the course name in the booking flow on the Client Scheduler. Generally, businesses use this area to provide a brief description of what the course is. This value can be populated using the %REASON_DESCRIPTION% email tag.
- Rescheduling is - Determines the strictness level that gets applied to rescheduling sessions of this course. The different levels get covered in greater detail below.
- Appointments Require Staff Confirmation - If turned on, this will make it so that when a client books a course set, a request will first get sent to the staff for approval. Once the staff approves the course set, it will get added to their calendar.
- Screening Question - Screening Questions will allow you to make sure that clients meet certain criteria before they are allowed to see the times that you are available for appointments. Only one screening question can be applied per course.
- Private Course - If turned on, this course will only be bookable through the TimeTap Backoffice or from a Custom Booking Site that is set to show private reasons. This will make it so that your clients will not see this course on your main Client Scheduler.
- Custom Booking Site – Use this If you want to create a Client Scheduler where clients will only be able to book appointments of this course.
- Course Logo – Any image that gets included here will appear next to the course on the Client Scheduler.
- Client Tags for Course – If a course has any client tags set, it will only show as available for booking by logged-in clients that have the tag saved on their client profile.
While on the Overview page, you can scroll down to the Email Merge Fields section and click on the blue Edit button to make any changes -
This will allow you to make changes to the following -
- Course Instructions – This is an optional merge field that can be used to populate special instructions about this course. To populate the value of this field, use the %REASON_INSTRUCTIONS% email tag.
- Course Additional Instructions – This is an additional optional merge field that can be used to populate any additional instructions about this course. To populate the value of this field, use the tag %REASON_INSTRUCTIONS2% email tag.
To make any changes to the Time page of a course, you'll need to make sure you're on the Time tab and click on the blue Edit button in either the Time section or the Default Course Session Values section -
Once here, in the Time section you make changes to the following -
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Number of Sessions to Complete Course - This defines how many sessions make up each set of this course.
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Latest Appointment – This defines how close to the course session's start time a client can book an appointment.
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Advanced Appointments – This defines how far ahead in the calendar a client can see your availability to book an appointment.
And in the Default Course Session Values section you can make changes to the following -
- Session Name - You can provide a custom name for each session of a course set here. This defaults to Session 1, Session 2, Session 3, etc.
- Session Duration - You can define how long each session will last here.
- Session Description - You can provide some text that explains what each session covers here.
To make any changes to the Payments page of a course, you'll need to make sure you're on the Payments tab and click on the blue Edit button -
Once here you can make changes to the following -
- Course Price per Set– This defines how much a set for this course will cost to book. If you have a payment portal set up and require payment, then your client will be asked to submit this amount before they can book a course set (unless you have a Deposit amount defined). You can also adjust the currency on your account so the price displays in a different currency than U.S. Dollars (which is the default).
- Deposit – If you don't require the full price of the course set upon booking, but only want to collect a smaller amount, enter it in this area. You must have a price defined to have a deposit.
- Allow Client to Choose to Pay Deposit or Full Amount – If turned on, will allow clients to choose whether to only pay the deposit or to pay the full price when booking a course set.
- Taxable – If you collect taxes when someone books a course set, you need to check this box. You can define your business's tax rate on the Payments > Payment Settings page.
- Require Payment for Class – This defines if you require payment on your booking site.
- Require Card Pre-Authorization for Class – If you don’t want to charge a fee for course sets but do want to take a credit card to have on file, turn this on. This is perfect if you want to charge a no-show fee.
- Show Pay Now Button for Course – This defines whether or not the Pay Now button shows on the Client Scheduler for the course.
Once you have finished making whatever changes you want to make, click on the green Save button on the upper right of the page. You can then test to see how the changes will look to your clients by clicking on the blue Preview Scheduler button on the upper right of the course profile.
How to View Scheduled Sets
The remaining tabs in your class profile are Scheduled Sets, Open Appointments, Other Appointments and Audit Trail.
The Scheduled Sets page shows all course sets that have been added to the schedule. Here you can view each individual set of this course and can edit, add or cancel the individual sets -
If you would like to see a list of all Open appointments for a course, you'll want to go to the Open Appointments page. From here you can click on the black View button next to the appointment to view the class session details -
While on the Open Appointments page you'll have the option to send emails to your clients by checking the box next to their names and clicking on Send Email button -
A new window will pop up that prompts you to select the email template you’d like to use, which can be edited before sending. Once you've made all the changes you'd like to make, click on the green Send Email button -
You can also export a list of all Open appointments for this course by checking the boxes next to them and clicking on the Export List button -
A new window will pop up prompting you to select which appointment fields you would like to export. Once you've made your selections and clicked on the green Export List button, an .xlsx document containing the selected values will begin downloading to your device -
If you would like to see a list of all Closed, Cancelled or No Show appointments for a course, you'll want to go to the Other Appointments page. From here you can make the same modifications as on the Open Appointments tab.
- Strict rescheduling only allows clients to reschedule for the same numbered sessions. If somebody is registered for a course set and needs to reschedule session 2 of the set because they can't make it, they could only reschedule to session 2 of a different set. They couldn't reschedule to any other session.
- For example - You offer a Lifeguard Certification course. Each session of the course covers a different topic that the students need to learn before they can complete. Some days they are in the pool and some days they are in the classroom, but there is always new material being covered. If session 2 is going over poolside lifesaving techniques, you wouldn't want to let a client reschedule session 2 for session 3, which is when they are in the classroom watching videos on "signs of distress". Setting your rescheduling to "strict" will make sure that if clients need to reschedule session 2, the only options they'll see to reschedule to will be session 2s of other sets of that course.
- Flexible rescheduling allows clients who miss a session during a set to reschedule into any session from another set. So if a client misses session 2, they could reschedule into any session from another set.
- For example - You run a bootcamp training course that takes 6 weeks to complete. Clients are generally registered for the same times each week. If a client client is registered for Monday mornings at 6:00 AM generally, but in the second week when she's scheduled for session 2 she has a conflict, she could reschedule to any other session from any other set of that course you offer, even if it is session 3 or 4 of a different set.
- Not Allowed will make it so that rescheduling is disabled for all sessions within your course sets. When clients click on the link to reschedule or login to view their appointments, if they try to click reschedule they will get a message saying that "rescheduling is not allowed".